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Accountability Process

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Informal Process (Minor Issues)

Designated Student Development staff members will follow up on the situation with the offending student(s)/tenant(s) and affected student(s)/tenant(s) involved (if applicable). This involves discussing the allegation or incident with the student(s)/tenant(s) and determining an appropriate response (e.g. meeting with all the people involved, suitable apologies, restitution, warning, community service, monetary fine, reimbursement, etc.). When necessary, other appropriate staff/faculty may be consulted, and/or local authorities may be notified.

Formal Process (Serious Issues or Repeat Incidents)

Subsequent or more serious breaches of the responsibilities may be dealt with in a formal process overseen by the Dean of Student Life and may be referred to the Accountability Committee for resolutions if deemed necessary. The Accountability Committee may consist of, but is not limited to: Dean of Student Life, Academic Dean (as needed), Student Development staff member, Executive Assistant to VP of Operations (as needed), and student representative(s) (when requested).

  1. Student Development staff will meet with all students/tenants involved to gain clarity regarding the situation;
  2. The student(s)/tenant(s) involved will be advised of the situation;
  3. The student(s)/tenant(s) will be given notice of any hearing process;
  4. The student(s)/tenant(s) will be allowed to hear any evidence presented against them;
  5. The student(s)/tenant(s) will be afforded an opportunity to speak on their own behalf during any discipline hearing, formal or informal;
  6. The student(s)/tenant(s) will be allowed to have another student/tenant/colleague accompany them through this process;
  7. The persons conducting the hearing will be fair and impartial, and;
  8. The student(s)/tenant(s) will be allowed opportunity to contribute to the reconciling process and decision;
  9. The student(s)/tenant(s) will be advised of the decision resulting from a hearing. The formal accountability process may be waived at the discretion of Providence in the event of serious incidents. Providence reserves the right to notify local authorities who may become involved in incidents and press criminal charges.

Accountability Actions

Actions are applicable to the Disciplinary/Accountability process not Restorative Justice Process.

The Disciplinary/Accountability Process, whether formal or informal, will result in an Accountability Action being taken ranging from Level 1 to Level 5. Although the levels indicate a progression of consequences for breaking the covenant, tenancy agreement, or Student Handbook standards, students should be aware that serious incidents may result in actions being taken at any of these five levels. Additionally, although each situation is considered on an individual basis, repeated violations of the Covenant of Community Life, tenancy agreement, or Student Handbook standards are taken into consideration when consequences for chosen behaviours are determined. As well, because Providence values community, the welfare of the community will be balanced against the rights of the individual as the restitution process is entered into and accountability decisions are made. Please note that Actions of Levels 3, 4, and 5 will be administered through the formal process above.

  • Level 1: Miscellaneous Consequences — An incident report is filled out by the responding Student Development staff member or student leader. There may be a variety of consequences including an apology, community service, payment for damaged property, fines, etc. A letter may also be sent from a Student Development staff member outlining the details of the situation as well as providing an explanation of the relevant Covenant of Community Life, Student Handbook, or tenancy agreement sections.
  • Level 2: Official Warning — A letter is given by a Student Development staff member providing an explanation of the relevant Covenant of Community Life, Student Handbook, or tenancy agreement sections along with a written warning that future violations could result in academic probation, academic suspension, or if relevant, a requirement that the student/tenant leave Providence housing – or in cases involving support animals, the immediate removal of the support animal. There may or may not be miscellaneous consequences in addition to the official warning. Further violations specific to the Providence Pet and Support Animal Policy would likely result in skipping to Level 5, where either the student/tenant and the support animal or just the support animal must be removed from the Providence campus.
  • Level 3: Probation — The student/tenant remains enrolled in classes with the understanding that further violations of the Covenant of Community Life, Student Handbook, or tenancy agreement standards would likely result in suspension. Probationary status does not allow a student to participate on athletic teams, in music groups, and in student leadership positions. Probationary status may extend for one or two semesters.
  • Level 4: Suspension — An involuntary separation of the student from Providence for a specific length of time.
  • Level 5: Expulsion — A permanent academic suspension of the student from Providence. Regarding violations specific to the Providence Pet and Support Animal Policy, removal of either the student/tenant and the support animal or just the support animal from the Providence campus. Accountability action decisions may be appealed by the student in writing to the President, or their designate, of Providence within 96 hours of being informed of the decision.

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